Hiring employees in Illinois brings federal paperwork duties that apply to nearly every business. One of the most important is Form I-9, which verifies identity and work authorization. Knowing what records to keep and how to maintain them helps you reduce compliance risks.
Why Form I-9 documentation matters
Federal law requires employers to verify identity and work authorization for each employee hired after November 6, 1986. Form I-9 fulfills that requirement and applies to U.S. citizens and noncitizens alike. Incomplete, missing, or inconsistent records often lead to penalties during audits or inspections.
Required documents employees may prevent
Employees choose which acceptable documents to present from the Form I-9 lists, and you may not request specific documents. Acceptable options include one List A document or a combination of one List B and one List C document. You must examine the documents either in person or through a DHS-authorized alternative procedure if your business qualifies.
Records employers must keep on file
You must retain a completed Form I-9 for each employee, even after employment ends. Employers generally do not have to keep copies of identity or work authorization documents unless they follow a consistent policy for all employees. Retain each I-9 for three years after the hire date or one year after employment ends, whichever occurs later, and store forms securely and separate from personnel files.
Reverification and updates
Some employees require reverification when their work authorization expires, which you complete in Section 3 of Form I-9 or on a new form if needed. You should track expiration dates to ensure timely updates. Do not reverify U.S. citizens or employees who present permanent evidence of lawful permanent residence, except in limited situations described in federal guidance.
Clear internal procedures help your business stay compliant as your workforce grows. Regular internal reviews allow you to identify and correct errors properly before an audit occurs. Consistent practices across all employees reduce risk and improve record management.